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TO: Voluntarily Registered Family Day Homes
FROM: Jeffrey Williams, Director
DATE: January 4, 2023
RE: Provider Portal Updates and Revised Application for Voluntary Registration
The Office of Child Care Health and Safety (OCCHS) is pleased to announce that voluntarily registered family day homes working directly with the OCCHS rather than a contract agency are now able to submit initial applications, renewal applications, address or name change requests, and other documents through a provider portal effective January 4, 2023. Utilizing the portal will help avoid mailing delays and ensure that your documents are submitted securely to the OCCHS. We are hopeful that you will find the eForm format to be user friendly and easy to navigate. A quick reference guide on using the portal can be found on the Department’s Child Care VA website and is attached to this memo for your convenience. Please be advised that application fees must still be mailed directly to the OCCHS mailing address where your inspector is located.
Voluntarily registered family day homes working directly with a contract agency shall continue to submit applications for voluntary registration and application fees to the contract agency working with their programs.
Additionally, the application for voluntary registration has been revised in order to more accurately capture information about your program, provide clearer instructions on the information being requested, include hyperlinks to the Department’s website and the Code of Virginia where applicable, remove the requirement for the application to be notarized, and to fully comply with the requirements of Chapter 5 of Title 59.1 of the Code of Virginia related to conducting business under an assumed or fictitious name.
What has been added to the application?
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Business entity information: Many providers have established business entities through the Virginia State Corporation Commission (VSCC) for liability purposes. The application now requires that you indicate whether your program is operated by you as an individual, a partnership, a corporation, or a limited liability company.
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Documentation of a fictitious name: As of January 1, 2020, § 59.1-69 of the Code of Virginia began requiring that any person (i.e. entity), including any individual, corporation, partnership, association, cooperative, limited liability company, trust, joint venture, government, political subdivision, or any other legal or commercial entity, file for a fictitious name through the Virginia State Corporation Commission (VSCC) prior to doing business under a name different from that of the legally operating entity. Therefore, the Department will now require proof of a fictitious name through the VSCC prior to including a program name, different from that of the legal business entity name, on a certificate of registration issued to a voluntarily registered family day home. Additional information about fictitious name requirements and how to file for a fictitious name can be found on the VSCC website.
The revised application can be found online for the program type specific to your facility in the Provider Section of the Department’s Child Care VA website.
The OCCHS and contract agencies will continue to accept previous versions of the Application for Voluntary Registration through March 31, 2023.
Please contact your licensing inspector or contract agency representative if you have any questions.
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